]project-open[ : @This Wiki
Portrait

Welcome, Unregistered Visitor

Contact ·  Index · Login · Register
 

Contents

Remote Training
Support
SaaS Service

3 registered users
 in last 24 hours

Absence Management

Introduction

Absences Management in ]po[ is required for ]po[ Resource Management and ]po[ Timesheet Management. 

Showing absences

Absences are shown on main tab ABSENCES (http://[YOUR_SERVER]//intranet-timesheet2/absences/).
By default, absences for the next 3 weeks are shown graphically.
When choosing a different time scale, only the absence list is shown.  

 

Create an absence

Absences are created from the ADMIN LINKS on page ABSENCES (http://[YOUR_SERVER]/intranet-timesheet2/absences/). 

New Absence

Valid for Group

Absences valid for a group of employees can be set using the "Valid for Group" attribute. For additional information please see: Setting Bank Holidays

Start and End Date

If an absence starts in the current year and ends in the next year it needs be entered as two absence records wheres the first entry indicates the days for the current year and the second entry the part for the new year.

Example:

        Vacation Start:  27th. of December 2012 
        Vacation End:   4th. of January 2013

results in two absence records:

         First Absence:
                                   Start 27th. December 2012, End: 31th. December 2012
         Second Absence:
                                   Start 1st. January 2013, End: 4th. January 2013 

Duration

Duration can be provided either as full days or fractions of a day. For absences > 1 day, Bank Holidays and Weekends would need to be substracted manually from the the total number of days between Start- and End Date.

Part time employees creating absences < 1 day would need to enter the "effective duration" of the absence.

Example:  

      A user with an availability of 80% takes 4 hours off. The absence duration would still need to be set to 0.5 days which is 50% a a regular workday.    

Managing Vacations

Setting 'Vacation Days per year' 

Vacation days per year need to be set for each employee in the 'Employee Information' portlet:

intranet_timesheet2_absence_employee_information_vacation.png

In few cases ]po[ is the "Master System" for Vacation Balance. The official Vacation  Account is usually managed by the HR department.
At the beginning of the new year, HR staff usually compares the vacation days captured with ]po[ with the records maintained in the Master HR system.
It then evaluates the new Vacation Balance and updates the following two Employee Attributes in ]po[ per user:

  • Vacation days per Year (if necessary)
  • Vacation balance from last Year    


Balance

Current 'Vacation Balance' is shown in portlet 'Vacation Balance'.

intranet_timesheet2_absence_vacation_balance.png 

When an absence of type 'Vacation' is entered, the balance will be adjusted accordingly.


Bulk Update "Vacation Balance" and "Vacation Days per Year"

In order to update user attributes "Vacation Balance" and "Vacation Days per Year", relevant data can be exported to CSV format and back imported again. The following fields are exported from the database:

  • Employee Id
  • Name of employee
  • Current value of  "Vacation Days per Year"
  • Current value of "Vacation Balance"
  • Vacation Days taken last Year

In addition to the above Employee attributes, two additional columns are added:

  • Vacation Balance (new) which is calculated as follows:
    Vacation Days per Year + Vacation Balance - Vacation Days taken last Year
  • Vacation days per year (new)
    Preset:  Vacation Days per Year 

Importing updates "Vacation Balance" and "Vacation Days per Year" based on values found in the two additional columns. 

Links for Import/Export can be found in the ADMIN menu of the Absence main page (http://[YOUR_SERVER]/intranet-timesheet2/absences/index).
If you are using an older version of ]po[, the links might not be available. In this case please you can access them directly by pointing your browser to the respective pages. 

  • Export Vacation Data
    http://[YOUR_SERVER]/intranet-dw-light/vacation.csv

  • Import Vacation Data
    http://[YOUR_SERVER]/intranet-hr/upload-vacationdata.tcl

Export requires privilege "View absences all" and Import is available for System Administrators and HR-Managers only. 

Absence Workflow

]po[ comes with a pre-configured "One-Step" Absence Workflow:

one-step-absence-workflow 

      Figure 1: One-Step Absence Approval Workflow 

In this extended version, HR department (or another entity) is required to acknowledge the absence after an approval by the supervisor. 

two-step-absence-workflow 

                            Figure 1: Two-Step Absence Approval Workflow 

Other Process Variants: 

Workflow Step: "Apply"

  • [no options]

Workflow Step: "Approve

  • Approver does approve
    • Option: Notification by email 
    • Option: Notification in WF inbox
    • Option: Personal Notification (outside the system)
    • System: Set absence status to 'approved'

  • Approver does NOT approve
    • Option: System sends email notification to user
    • System: Set absence status to 'rejected'
    • Option: Submitter receives notification in WF Inbox
    • Option: Submitter needs to confirm denial of approval
      • Approver will be informed about user confirmation
        • Option: By notification in WF inbox
        • Option: Notification by email
      • Option: System deletes absence 


Workflow Step: "Acknowledge

  • HR: acknowledge
  • System: Reduce vacation account


Handing events while workflow case is in process:

Submitter withdraws application

  • State: Application has already been approved by Supervisor but has not been acknowledged yet by HR
    • Option: Supervisor will be informed
      • Option: By notification in WF inbox
      • Option: Notification by email
    • Option: Supervisor will NOT be informed
  • State: Application has already been approved by Supervisor has been acknowledged by HR

    • System: Contra entry "Vacation Balance"
    • Option: Supervisor will be informed
      • Option: By notification in WF inbox
      • Option: Notification by email

    • Option: HR will be informed
      • Option: By notification in WF inbox
      • Option: Notification by email

Approver changes application before HR acknowledged:

  • Approver will be informed about change
    • Option: By notification in WF inbox
    • Option: Notification by email

Approver/HR changes application after HR has acknowledged:

  • Submitter will be informed about change
    • Option: By notification in WF inbox
    • Option: Notification by email
    • Option: Personal Notification (outside the system)

  • Approver/HR will be informed about change
    • Option: By notification in WF inbox
    • Option: Notification by email

  • System: Adjust Vacation Balance

System Behaviour:

After "Apply" 

  • System does not allow another application for the same period of time 
    [yet to be implemented]

Setting Bank Holidays

a) Go to http://[YOUR_SERVER]/intranet-timesheet2/absences/index and create a new absence

Add absence

 

 b) When asked for absence type, choose "Bank Holiday"

 

 c) Make sure you set field "Valid for Group" to "Employees"

 

Related Processes

Related Tutorials


Please take a moment to complete this form to help us improve our service.

Note:
Please only provide feedback in regards to content this page shows. For support inquiries please refer either to the Community Support forum at Sourceforge or check out our 'Professional Support'

Did this page help you to achieve your goal?

 Yes  No  Don't know

Please provide us with comments to improve this page:

How useful is the information?

 1  2  3  4  5
Not
useful
      Extremely
useful
 
  

Explore

Installers
Demo Server
Modules & Functionality
Packages
Business Processes supported
FAQ's

Help

Getting started
User Manuals
Configuration Manuals
Community Support
Professional Support

News

News
Twitter
RSS Community / Sourceforge
Register for Newsletter

Get in touch

Contact
Register



Creative Commons License This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 Generic License - Privacy Policy